17 February 2025
Jensen, J
By email: [FYI request #29759 email]
Tēnā koe J Jensen
INFORMATION REQUEST
On 16 January 2025 you asked for information about the City Futures Network event held on
the 30 October 2024 at the Cargo Shed. Here is our response to your questions:
1. Please provide all communications, records, meeting notes, speech notes
(including those that may be held on personal devices used while performing
council duties), attendee list etc and a breakdown of any costs incurred for
"City Futures Network" event held on 30th October 2024 at the Cargo Shed.
This event was originally going to be held at the University of Waikato on 27 August
2024 at the University of Waikato but due to scheduling conflicts this event was
moved to the Cargo Shed and held on 30 October 2024.
Please find the following documents attached:
1.
Powerpoint – 30 October – Mayor Template
2.
Alcohol Inventory
3.
August 27 Budget
4.
Brief – August 27
5.
Brief – Name Change
6.
Catering proposal
7.
CE – Mayor Brief
8.
Draft runsheet – October 30
9.
Invitation to Meet Mayor and Councillors
10. Invite List
11. Mayor – CEO Brief – August 27
12. Title Notes
13. P1 Infrastructure List
14. Potential questions
15. Liquorland order form
The briefing notes (Attachments 4, 5, 7, 11) were delivered in person and discussions
occurred face to face so there are no further notes.
Tauranga City Council Private Bag 12022, Tauranga 3143, New Zealand +64 7 577 7000 [Tauranga City Council request email] www.tauranga.govt.nz
Attachment 3 shows the budget and quotes, please see Table 1 below for the actual
costs.
Expenses
Budget
Actual
Notes
Venue
$680
$272
Security and Staff
$270
$0
No security cost
incurred.
Catering
$2,000
$2,180
Technical
$251
equipment hir
Staff
$500
$244.38
Event staff cost.
Refreshments
$1,000
$940.90
Total
$4,450.00
$3,888.28
This request took over five staff hours to complete. This includes retrieving the
information, research, collation and reasonably required peer review.
Your request includes
all communications. We note that there are over 100 emails
between the organiser of the event and vendors, attendees, and internal staff. We
attach two examples at Attachments 16 and 17.
If you would still like to request the communication, we will need to consider a charge
for this information. The charge would be approximately $153.60 for the estimated
additional two hours of staff time required to review, collate, and peer review. We
have considered the following:
We are releasing the information about the event, the reasoning for it, run
sheets, and the financial information with this response;
We have reviewed the emails and note that they are of an administrative
nature, therefore are of little public interest;
Staff have spent time on this request collating the documents and financial
information, additional time would be required to review and collate the emails
which is not of value where documents and financial information has already
been released;
The time required to review includes redacting the names and details of
external parties, the invite list showing the organisation/company names is
provided with the response;
This request and the response have been considered under the LGOIMA1. Information has
been withheld as follows:
Section 7(2)(a) protect the privacy of natural persons, including that of deceased
natural persons;
If you are not happy with this response you have the right to seek an investigation and
review by the Ombudsman. Information about how to make a complaint is available at
www.ombudsman.parliament.nz or freephone 0800 802 602.
This response may be published on our website, all personal information will be removed.
1 Local Government Official Information and Meetings Act 1987
2
If you have any questions about this letter, please contact me.
Ngā mihi
Kath Norris
Team Leader
Democracy Services
3
